Printing Purchase Orders

You can print purchase orders from the purchase order entry Status tab. Purchase orders can be printed in hard copy, faxed, e-mailed, or added to shipping manifests. Also, you can change the print style and status or select the number of copies you want to print. To print individual order generations, print from theStatustab. You must have thePOE.OPEN.ORDER.PRINTauthorization key assigned to print purchase orders. If you do not have this authorization, the system keeps the print status at No when you try to print.

Note: When printing more than one copy of a purchase order, on each copy after the first, the system labels the copy as a reprint.

Print Styles

Print styles indicate how the system formats a particular document. The system populates the selection list for this field through choices set up in Print Style Maintenance. Print styles are normally set up at the time of installation, but can be maintained through Print Style Maintenance. For more information, see Maintaining Print Styles in the Printer Setup documentation..

Printing Direct Purchase Orders

If you are printing a direct purchase order and the authorization fails, the system sends the order to the Open Order Status Queue and the user cannot release the credit hold. The user is prompted to use Credit Override. You must have the POE.ASL.RELEASE authorization key assigned in order to print purchase orders being held for approved suppliers. For information on printing orders, see Reprinting Orders.

Note: The system checks the product file when printing. If any hazardous material is listed on the order, a HAZMAT sheet prints with the order.

To print a purchase order:

From the Purchase menu, select Purchase Order Entry to display the purchase Order Entry window.
Display the purchase order you want to print.
Click the Status tab.
From the Print menu, select Options to display the Order Reprinting Options window.

The Customer Name, Ship Via, and Manifest # fields populate with the order information.

In the Print Style field, enter the style that you want for the order.
In the Order Status field, select the order status for the order. The default is Open.
In the Number of Copies field, enter the number of copies you want to print.
In the Review Queues Status field, enter the status for which you want to print the order.
Use the File menu to indicate how you want to print:

Print Order - Print the order as indicated. Printer location selection is based on a particular hierarchy. For purchase orders, the system first prints to the location assigned to the shipping branch in Printer Location Maintenance. If a location exists with the same shipping branch, then the user receives a prompt to select one of the following:

Print Locally - System uses the printer location assigned to the user.
Print Warehouse - System uses the printer location assigned to the shipping branch in Printer Location Maintenance.

Fax Order - Displays the Fax Memo window.
Email Order - Displays the Send E-mail window. If the ship-to address is overridden, the overriding address is used. In addition, you can print purchase orders by sending the order through e-mail to a user. You must have a control record set by Eclipse DMS customer support for this functionality to work. Once set, you can send orders and statements in plain text, .html, or PDF attachments to the e-mail. In addition, you can send them as .tiff attachments to the e-mail. For complete details, see Attaching Text and HTML Documents to E-mails.
Print Label - Displays the User Defined Document/Label Printing window.

Save your changes and exit the window.

To print purchase orders from the Status tab:

From the Purchase menu, select Purchase Order Entry to display the Purchase Order Entry window.
Display the transfer you want to print.
Click the Status tab.
In the Print field for the generation you want to print for shipment, select one of the following:

Y - Print to your default printer. The system determines your printer location based on specific parameters.

Note: If the Allow Alternate Branch Bill-To Addresscontrol maintenance record is set to Yes, and you have information in the Bill-To ID field in Branch Maintenance, then the Bill-To ID prints on the purchase order, regardless of the Remit To address listed in the Header tab of the purchase order.

N - To hold the generation for printing.
F - Fax to your default facsimile machine.
A - E-mail to an indicated
H - Send to your hold entries.

Exit the Status tab.